Imprest stock is a means of recording parts that are owned by the dealer, but reside at customers' premises. One of the nine stock locations on the Quantities tab of the stock card (other than the main one) should be set aside to hold the quantity of total imprest stock of a part held at customers, typically location 6.
A Stock Management system parameter, Imprest stock location, denotes which of the nine locations on the stock record holds the total imprest stock. Every time Point-of-Sale issues parts to and from that location, the daemon performs the stock updates as normal. However, the Quantity field on the imprest stock record is updated in line with the quantity of the issue, for the combination of Account and Part number. A positive issue to the imprest location reduces the quantity in that stock location, therefore reducing the imprest quantity held by the customer. The reverse is true for negative issues. New imprest records for a Account/Part number combination are created if necessary, but those where the quantity has reduced to zero are not deleted.
The obvious way to handle imprest stock transactions is to use the TRANSFER function in Point-of-Sale. Create the WIP using the imprest customer's account code, and enter all the parts to be transacted. Assuming the imprest stock location is 6, perform the transfer from location 1 to location 6 (positive issues from 1 and negative issues to 6) to supply imprest stock, and from location 6 to location 1 to take back imprest stock.
An imprest customer is identified by entering a non blank value in the Sales rep 2 field on the Other details tab of the Sales Ledger account. Whenever parts are sold to an imprest customer, the implication is that the sale is being used to top up or replenish the customer's imprest stock level to its original figure in the imprest stock profile. This sale does not adjust the quantity held by the customer, but will update the 12-month demand history in the Requests and Units columns on the Demand tab of the stock record for analysis purposes. This update takes place during the EOD run in the After sales DOC program on the SO REPORTS AND ENQUIRIES menu.
By using the imprest identity technique above, an account which currently has no imprest stock can have all issues to that account recorded. This allows you to approach that customer with figures, promoting the introduction of an imprest stock agreement to reduce their vehicle down-time.
The program that rebuilds Purchase orders and Back orders will now rebuild the quantity of stock in the imprest stock location from all the recorded quantities in the imprest stock file. The Supersede stock line program then supersedes every old part in the imprest stock file to the new part.
The Imprest tab on the stock record displays the quantity and bin location of all the accounts that have imprest stock of the selected part.
The issue location in Point-of-Sale is highlighted when it is not the main stock location. When a part number is entered in Point-of-Sale, the quantity in the imprest stock location is added to the quantity allocated (reserved on backorder). This effectively reduces the quantity of free stock. The Suggested stock order report on the PC REPORTS AND ENQUIRIES menu, and the Generate stock order program, have both been changed to disregard the quantity of imprest stock in the re-order calculations.
The SM Imprest Stock menu is displayed when you select the Imprest stock option from the STOCK MANAGEMENT menu. The menu has two enquiry options, three report options, and a standard maintenance option.
Account enquiry: Displays a report of all Sales Ledger accounts that hold imprest stock.
Part number enquiry: Displays a report all part numbers that have imprest stock.
Account/part number list: Prints a report of the part number, part number description, discount code, retail price, surcharge value, quantity, bin location, demand, average cost and value for all imprest stock held by the Sales ledger customer(s). You can produce this report for a single account, a range of accounts, or all accounts.
Account/bin location list: Prints a report of the part number, part number description, retail price, surcharge value, quantity, demand and bin location for all imprest stock held by the Sales Ledger customer(s). You can produce this report for a single account, a range of accounts, or all accounts.
Insurance report: Prints a report of the part number, part number description, discount code, quantity, bin location, unit price, terms and replacement cost for all imprest stock held by the Sales Ledger customer(s). You can produce this report for a single account or all accounts.
Stock Maintenance: This option displays the imprest stock file, and is normally only used on set-up by Autoline personnel. High priority users may create and maintain records on the imprest stock file but this should only be done if correcting data corruption.
